Den Hire
Introduction
Scout dens, camps, and activity centres are community facilities cared for by Scout formations. We don’t operate them for profit first — we manage them for youth programs, safety, community trust, and being good neighbours.
Hiring out a den can bring in helpful revenue, but the venue must always be managed responsibly. If hire is handled poorly or given to the wrong type of group, it can:
- Cause a nuisance to neighbours
- Damage the reputation of Scouts Queensland
- Put future leases or land agreements at risk
This document is intended to provide guidance to Scout Volunteers on managing den hire.
Landowner Approval Comes First (For Leased Sites)
If your Scout property is leased, licensed, or held under a permit (e.g., council or state land), you must ask Scouts Queensland for approval before allowing regular or casual hire.
Important rules:
- Freehold sites (owned by Scouts Queensland) may be hired out.
- Leased/licensed sites may only be hired if the landowner gives written permission.
Unauthorised hire is a breach of the lease and could result in the lease being terminated.
Commercial Operators: Opportunity vs Compliance
Some commercial hirers may seem appealing because they offer strong revenue. However most Scout sites do not have planning approval for commercial business operations. This means we cannot approve hire for commercial activities that look like a business running from the site. Doing so may breach planning laws and local council development conditions.
How to avoid it:
- Hire to compatible community groups first
- Keep den hire to casual or non-commercial activities unless planning approval for commercial use already exists
If unsure, contact the Facilities & Risk Team for guidance facilities@scoutsqld.com.au
Use a Hire Agreement Every Time
For all hire, you must use the official Scouts Queensland Hire Agreement (Form F19).
This protects both Scouts Queensland and the hirer by clearly setting expectations. See: https://scoutsqld.sharepoint.com/:b:/s/dhs_project/IQCv75wR3mtDRKaTqdEz319cAZTyv8MXhofM7jDTP-eZ_Uk?e=XVxSDk
F19 requirements include:
- What is being hired
- Permitted purpose (how the building can be used)
- Dates, times, and fees
- Who pays deposits and how payment is made
- Emergency procedures and restricted areas
Hirer Insurance Requirements
Since Scouts Queensland’s public liability insurance does not cover the hirer’s activities, you must request proof of insurance from hirers.
Type | Requirement |
Public Liability Insurance | Minimum $5 million, but $20 million recommended for hall hire |
WorkCover Insurance | Required if the hirer is a company, business, or has paid staff |
Certificate of Currency | Must list Scouts Queensland as a named party on the policy |
Key reminders:
- Hirer insurance must cover their activities, ours will not provide protection to hiring organisation or individuals
- Save insurance proof before hire starts, not after
- If keys are provided, consider a key deposit
Safety, Noise & Neighbour Considerations
Risks during hire:
- Noise complaints
- Parking issues
- Rubbish left behind
- Damage to reputation
- Damage to facilities
How to avoid them:
✔ Set maximum numbers for hall use
✔ Avoid hire for bands, pop groups, or loud music events
✔ Avoid events that involve alcohol, some leases specific prohibit the use of alcohol at venues
✔ Include a condition to move bins to the street on collection days if needed, or remove all rubbish as part of the agreement
✔ Keep hire areas clean and tidy
✔ Provide clear emergency exit and fire extinguisher info during induction
What records to keep:
Create a simple folder (digital) and include:
- Landowner approval (if leased/licensed)
- Hirer public liability insurance proof
- Completed F19 hire agreement
- Key deposit record (if keys issued)
- Photos before and after hire (optional but helpful)
- Notes of any induction or special conditions
We ask that the Completed F19 hire agreement and evidence of insurance be emailed to facilities@scoutsqld.com.au
Final Tip
When in doubt, ask yourself:
Is this hire activity safe, legal, and good for Scouting’s reputation?
If unsure, contact the Facilities & Risk Team before proceeding.
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